Medical_Billing_Services_For_Greenwood_County_EMS_(Addendum_#1_Revision).pdf

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County of Greenwood, SC

REQUEST FOR PROPOSAL

2025-RFP-015

MEDICAL BILLING SERVICES FOR GREENWOOD COUNTY EMS

RELEASE DATE: August 4, 2025

RESPONSE DEADLINE: September 4, 2025, 4:00 pm

Please refer to the project timeline in this document for all important deadlines.

2025-RFP-015 Medical Billing Services For Greenwood County EMS

INTRODUCTION

SUMMARY

Greenwood County (“Owner”) is requesting proposals from qualified firms to provide Medical Billing and

Collection Service for the Emergency Medical Service Department (EMS). The current software used by our department for electronic patient care reports (ePCR) is ESO by ESO Solutions, and we are searching for a company who has the capability to work with this software. Greenwood County EMS currently runs approximately thirteen thousand calls annually with approximately 65% being Basic Life Support in nature, and 35% Advanced Life Support.

The County is interested in engaging billing firms who have worked with local government agencies which will meet the billing needs of Greenwood County. In addition, the selected firm should be experienced in identifying how Greenwood County can enhance collections by implementing new practices. Greenwood

County expects the selected firm to identify reporting shortcomings which may delay the billing or collection process. The chosen firm must also have the ability to handle collection claims on behalf of Greenwood

County.

The County also expects the proposer to provide software or online access to retrieve billing and collections data. Reporting capability to easily reconcile payments received should be available.

TIMELINE

Bid Release Date: August 4, 2025

Question Submission Deadline: August 18, 2025, 5:00pm

Question Response Deadline: August 25, 2025, 5:00pm

Proposal Submission Deadline: September 4, 2025, 4:00pm

PRE-PROPOSAL MEETING

No Pre-Posal Meeting is scheduled for this project.

QUESTIONS

Questions concerning this RFP’s specifications, or the identity of any omissions or discrepancies be submitted via the e-Procurement Porta located at https://procurement.opengov.com/portal/greenwoodsc, by Monday, August 18, 2025at 5:00 pm (local time).

All answers to inquiries will be posted on the County’s e-Procurement Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

ADDENDUM

Only changes made in writing by addendum and posted to the County’s e-Procurement Portal will be considered official. Answers provided verbally should not be considered.

Bidders are required to register for an account via the County’s e-Procurement Portal hosted by OpenGov.

Once the bidder has completed registration, they will receive addenda notifications to their email by clicking

“Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/greenwoodsc.

SCOPE OF WORK

Firm Qualifications and Establishment

To establish a comprehensive, reliable, and efficient medical billing and collections service for Greenwood

County EMS, ensuring optimal financial performance, transparency, and operational support without the use of subcontractors or third-party outsourcing.

• Goal: Ensure the firm is a well-established provider in the medical billing industry.

• Criteria:

o Must have a proven track record in EMS billing and collections.

o Maintain an active contract of equal or greater size and service scope than Greenwood County

EMS.

o Demonstrate experience through client references, historical performance, and contract summaries.

Turnkey System Setup and Deployment

• Goal: Deliver a fully operational billing system without subcontracting.

• Tasks:

o Provide all training, setup, and installation internally.

o Ensure system is fully implemented and operational by December 14, 2025.

o Conduct system testing and end-user training prior to go-live.

• Milestone: Final system readiness and user acceptance by December 1, 2025.

Support and Service Response

• Goal: Provide prompt technical and customer support.

• Commitment:

o Ability to respond online or on-site within the next business day.

o Establish clear channels for emergency and routine service requests.

Implementation Plan with Milestones

• Goal: Offer a detailed and scheduled implementation proposal.

• Deliverables:

o Clearly defined project milestones with corresponding dates.

o Identify and recommend system and equipment upgrades to improve current operations.

o Include timelines for data migration, staff training, system testing, and final go-live.

Dedicated Account Management

• Goal: Ensure continuous and focused client relationship management.

• Requirement:

o Assign a single, qualified liaison to Greenwood County EMS from customer acceptance through the duration of the contract.

o Liaison responsible for all communication, coordination, and service escalation.

Financial Reporting and Reconciliation

• Goal: Provide clear and timely transaction reporting.

• Deliverables:

o Monthly and quarterly detailed reports for all billing transactions.

o Reconciliation-ready formats tailored for the Greenwood County Treasurer and EMS Department.

o Support audits and reviews upon request.

System Accessibility and Transparency

• Goal: Facilitate full transparency and accessibility of financial data.

• Features:

o Easy and secure access to all generated reports.

o Integration or export capabilities for accounting software used by Greenwood County.

o On-demand access for authorized EMS and Treasury personnel.

o Ability to work with Greenwood County Accounting Software, Tyler ERP.

Collection Process

• Goal: Aim to recover unpaid patient balances through up to three (3) collection attempts per incident, with unresolved accounts submitted to the SC Debt Setoff Program for further collection.

INFORMATION TO PROPOSERS

PROPOSAL SUBMISSIONS

Proposals must be submitted electronically through the County’s e-Procurement Portal: Greenwood County e-

Procurement Portal on Thursday, September 4, 2025 at 4:00 pm(local time).

ACCEPTANCE OR REJECTION OF PROPOSALS

The County reserves the right to reject any or all proposals. Without limiting the generality of the foregoing, any proposal which is incomplete, obscure, conditional, or otherwise irregular, or which has erasures or corrections in prices, or in which unit prices are omitted or are obviously unbalanced, may be rejected.

However, the County Manager reserves the right to waive informalities on the basis of its best interests.

LIMIT OF PROPOSAL WITHDRAWAL

No proposal may be withdrawn within NINETY (90) days after scheduled time for proposal submittal.

LOCATION OF WORK

Greenwood County EMS, 1025 Deadfall Rd. E., Greenwood, SC 29649

COLLUSIVE PROPOSALS

More than one proposal or one contract from an individual, a firm or partnership, corporation, or an association under the same name or different names will not be considered. Reasonable grounds for believing that the Proposer is interested in more than one proposal for the same work will cause the rejection of all proposals in which such Proposer is interested. Any or all proposals will be rejected if there is any reason for believing that collusion exists among any of the Proposers; participants in such collusion will not be considered in future proposals.

PROHIBITION OF GRATUITIES

It shall be unethical for any person to offer, give, or agree to give any County employee, or for any County employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or an agreement or subcontract, or to any solicitation or qualification therefore.

RIGHT TO PROTEST

Any prospective bidder or offeror who is aggrieved in connection with the solicitation of a contract or intended award shall protest to the Procurement Officer. The protest must be in writing, submitted to the

Procurement Officer, and shall set forth the grounds of the protest and the relief requested with enough particularity to give notice of the issues to be decided. Protests must be received by mail or hand delivered within seven (7) days from the date of intended award to the following address:

Greenwood County Administration

Attn: Anita Baylor, Procurement Officer

600 Monument Street, Box P-103

Park Plaza, Suite 102

Greenwood, SC 29646

AWARD OF CONTRACT

All bidders must certify that if awarded a contract they will comply with all applicable provisions of The Drug-free Workplace Act, Title 44, Chapter 107 of the South Carolina Code of Laws, as amended.

PROPOSAL CONTENT AND SELECTION PROCESS

All proposals must be submitted by an authorized representative who certifies having read this Request for

Proposal (RFP) in its entirety and who has the legal authority to bind the entity.

PROPOSAL CONTENTS

To facilitate review of your Proposal by Greenwood County, it is requested that your submission be no longer than fifteen (15) pages and conform to the following format:

A. Cover Sheet – list project title, General Contract name, address, telephone number, and name of a contact person for questions concerning the Proposal submitted.

B. Experience of the Firm – provide a listing of your team’s prior experience and qualifications in renovations for projects similar in size, scope, and complexity. Provide a list of similar projects completed within the past 5 years.

C. References – Provide the name, address, and contact information for at least three (3) references familiar with the quality of the work completed by the Contractor on similar projects or projects with similar elements.

INSURANCE

Provide a copy of the firm’s certificate of insurance, showing the firm’s current limits of commercial general liability, employer’s liability, business automobile liability and professional liability.

Upload a copy of your Certificate of Insurance in the VENDOR SUBMISSION CHECKLIST section of this RFP.

PRICE PROPOSAL

The submittal shall include a percentage rate for "Net Collections" on a monthly basis.

All prices must be written both in words and in figures, but written prices shall govern in case of discrepancies.

Price Proposals shall be uploaded in the VENDOR SUBMISSION CHECKLIST section of this RFP.

PROPRIETARY INFORMATION

Companies must clearly mark as “Confidential” each part of their submittal which they consider to be proprietary information that could be exempt from disclosure under Section 30-4-40, Code of Laws of South

Carolina, 1976 as amended (Freedom of Information Act). If any part is designated as “confidential”, there must be attached to that part an explanation of how this information fits within one or more categories listed in Section 30-4-40.

Greenwood County reserves the right to determine whether this information should be exempt from disclosure and no legal action may be brought against Greenwood County and/or its agents for any determination in this regard.

SELECTION PROCESS

https://procurement.opengov.com/portal/greenwoodsc/projects/182154/document?section=1677708 https://procurement.opengov.com/portal/greenwoodsc/projects/182154/document?section=1677708

Upon receipt of the Proposal packages from each General Contract, Greenwood County Administration will verify that each submission is complete. Acceptable proposals will be forwarded to the Selection Committee for evaluation.

EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. EXPERIENCE/TECHNICAL APPROACH

Demonstrated experience of similar scope.

Points Based 50 (50% of Total)

2. COST

Although cost is a significant factor, it will not be the dominant deciding factor.

Points Based 20 (20% of Total)

3. REFERENCES

Information gathered from three provided references for which the contractor has performed similar work in the past three years.

Points Based 15 (15% of Total)

4. TIMELINESS

Proposed timeline of completion.

Points Based 15 (15% of Total)

VENDOR SUBMISSION CHECKLIST

Cover Sheet*

Upload your cover sheet here.

*Response required

Experience of Firm*

Upload your Experience of your Firm here.

*Response required

References*

Upload your References here.

*Response required

Price Proposal*

Upload your seperate Price Proposal here.

*Response required

Bid Certification*

You agree to hold your Bid open for a minimum of ninety (90) calendar days after the Opening Date. You agree that your bid can be made public under the Freedom of Information Act, 5 U.S.C § 552. Greenwood County reserves the right to reject any and all bids, and to waive any informalities or irregularities.

☐ Please confirm

*Response required